Administrative Assistant Job at GSH Group in Mahwah

We are seeking an organized, proactive, and detail-oriented Office Administrator to oversee the day-to-day office operations. This role is critical to ensure smooth administrative and operational support for both internal teams and external vendors, while maintaining a high level of client service.

The successful candidate will be capable of taking initiative, managing multiple tasks, and supporting the Facilities Contract Manager and Senior Facilities Coordinator to ensure operational efficiency across all sites within the portfolio.

Key Responsibilities

• Manage and process daily certificates of origin for all vehicle sales within the assigned portfolio.
• Provide support to Senior Facilities Coordinator with client mail, shipments, and special delivery coordination.
• Provide support to Senior Facilities Coordinator and Contract Manager in raising and managing purchase orders.
• Enter and maintain work orders and service requests within the CMMS system.
• Perform daily site audits to ensure compliance with operational standards, safety requirements, and client expectations.
• Collaborate with vendors and service providers to resolve issues and ensure timely completion of work.
• Provide general administrative support to the Facilities Contract Manager and the wider facilities team as needed.
• Monitor stock levels and organization of supplies, FedEx supplies, and filing.

Skills & Qualifications

• Strong organizational skills with attention to detail.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Excel, Outlook, Word); high level of experience and knowledge of excel is critical.
• Experience with facilities management systems (CMMS or equivalent) preferred. (Infor-Syteline experience is a plus)
• Previous experience in facilities management, office management, or contract administration is a plus.
• Ability to work independently, take initiative, and problem-solve effectively.
• Professional, client-service focused demeanor.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative

Industries

Facilities Services